Privacy Policy

This Privacy Policy explains how the South Asian Association of Parenteral and Enteral Nutrition (SAPEN) collects, uses, stores, and protects personal data through the SAPEN Membership Management System (the "System"). By registering or using this System, you agree to the practices described in this policy.

1. Information We Collect

We collect the following categories of personal data when you register or interact with the SAPEN Membership System:

• 1.1 Personal Identification Data: Full name, date of birth, gender, nationality, and profile photograph.
• 1.2 Contact Information: Email address, mobile phone number, postal address, and country of residence.
• 1.3 Professional Information: Profession/occupation, workplace, qualifications, and certifications.
• 1.4 Membership Data: Member ID, membership tier, registration date, membership status, and renewal history.
• 1.5 Payment Data: Payment records, transaction references, and invoice history. Credit/debit card details are processed exclusively by our third-party payment gateway and are never stored on SAPEN's systems.
• 1.6 Verification Data: Email verification status and mobile number (used for OTP/SMS verification via the client-provided bulk SMS gateway).
• 1.7 Technical Data: IP address, browser type, device type, and system access logs generated during use of the System.

2. How We Use Your Information

• To process and manage your membership registration, renewal, and status.
• To verify your identity via email confirmation and SMS (OTP) during registration.
• To communicate important membership updates, renewal reminders, and expiry notifications.
• To process membership fees and generate invoices and receipts (Phase 2).
• To maintain accurate membership records and demographic reporting.
• To administer member access to events, webinars, and exclusive content (Phase 2).
• To ensure the security and integrity of the System through audit logs and access controls.
• To comply with applicable legal and regulatory obligations.

3. Legal Basis for Processing

• Contractual Necessity: Processing is required to fulfil your membership agreement with SAPEN.
• Legitimate Interests: To operate, secure, and improve the Membership Management System.
• Consent: Where you have explicitly opted in to receive communications or marketing.
• Legal Obligation: Where processing is required to comply with applicable laws.

4. Data Sharing and Disclosure

SAPEN does not sell, rent, or trade your personal data. We may share data in the following limited circumstances:

• 4.1 Service Providers: Authorised third parties who assist in operating the System, including email delivery services, bulk SMS gateway providers, and payment gateway operators.
• 4.2 SAPEN Committee Members: Authorised administrators and committee members may access member data on a need-to-know basis.
• 4.3 Legal Requirements: Disclosure where required by law, court order, or regulatory authority.
• 4.4 Business Transfers: In case of merger or acquisition, data may be transferred with equivalent protections.

5. Data Retention

We retain your personal data based on the following guidelines:

• Active member records: Duration of membership + 7 years.
• Expired/cancelled membership: 5 years.
• System logs: 3 years.
• Payment records: 7 years.

6. Data Security

• Encrypted storage (SSL/TLS)
• Role-based access control
• Audit trails with timestamps
• Secure email and SMS verification
• Regular security reviews

While we take all reasonable steps to protect your data, no system is entirely impenetrable. We encourage members to use strong, unique passwords and report any issues immediately.

7. Your Rights

• Right of Access
• Right to Rectification
• Right to Erasure
• Right to Restriction
• Right to Data Portability
• Right to Object
• Right to Withdraw Consent

To exercise these rights, contact us as described below.

8. Cookies and Tracking Technologies

The System uses session cookies for authentication and performance. These are strictly functional and not used for advertising. Disabling cookies may affect functionality.

9. Third-Party Services

• Email delivery services
• Bulk SMS gateway
• Payment gateway (Phase 2)

All providers must follow data protection standards aligned with this policy.

10. Contact Us

11. Changes to This Policy

SAPEN may update this Privacy Policy from time to time. Changes will be communicated via email. Continued use of the System indicates acceptance of the updated policy.